Annual Board Meeting for Lenses Inc.

The annual board meeting for Lens Inc. will be hosted at the Webotta Zoo in the zoo’s event space. After the board meeting, an
employee event will take place throughout the premises of the zoo, including carnival rides, attractions and private use of the zoo’s
exhibits.
Event Date
November 1, 2019

Key Publics
 Management
 Employees
 Partners, Contractors, Consultants
 Stakeholders
 Key Customers

Goals

To perform a check-in on the company via a gathering of its publics. To analyze the operation of the company and its profitability
since the last annual meeting.

Objectives

 Review performance to create next year’s budget.

 Compare the performance of various departments and indicate top sellers.
 Distinguish areas of the business that need improvement.
 Discuss long and short term operating strategies.
 Compare the goals set at last year’s board meeting- what was met and what wasn’t.
 Discuss new technologies and how they can be implemented.
 Welcome in new executives to the company.
 Team Building.
 Boost moral through fun event for employees
 Facilitate cross departmental relationships
 Event Planning Timeline

Tasks/Steps Responsibility Task materials and requirements Do By

1) Acquire permission Abigail, speak to Zoo  Necessary signatures Aug 1
from The Webotta Zoo sales coordinator  Event Contract
for use of their event  Contact Zoo representatives
space and private access  Pay deposit
to exhibits
2) Rent Tables and 2 Employees  Research Vendors in the Atlanta Area Sept 1
Chairs  Need 40 Seats for Board members
3) Coordinate Catering James  Research potential Atlanta Food Vendors Sept 1
Company  Food Truck?
 Set up meetings with potential catering
 Pay deposit on catering
4) Potential event with 2 employee’s  Speak to Zoo Representative to see what we could do Sept 20
the zoo  Brew at the zoo?
 Petting zoo?
 Carnival Games?
5) Order T-shirts Kristen  Select Design and logo Oct 1
 Pay for shirts
6) Look into carnival 2 Employees  Cotton candy truck October 20
vendors  Funnel cake vendors
 Carnival games
7) Carousel Rental 2 employees  Obtain necessary permits for carousel rental October 20
 Seek out carousel rental companies
 Put down payment towards carousel.
8) Decorations 2 Employees, 2  Choose decorations October 30
Workers  Purchase decorations

9) Oversee event Worker 6, Worker 7  Hire event technicians, stage hands and outside
production. production company
 Serve as a liaison between production company and PR

 Budget (itemize in proposal)

Tactic Item Cost Tactic Total Event Total

Tables and Chair rental $2000
Staff for set up and tear down $800
Venue Rental $10,000
Webotta Zoo
Hotel rooms for out of town employees and $3750
executives at JW Marriot next to Zoo

Carnival at the Press takeaways $750

$22,900
Zoo  150 Customized T-shirts @ $5
$22,900

Decoration rental $5,000

From Topochico Tent rental

Event employees $600

 10 employees @ $15/hour for 4 hours

In-house Coverage
We will have 4 employees attend the event as in house coverage. Two will have DSLR cameras to photograph the event and one will
live stream through our companies Facebook page. The last in-house coverage will be responsible for writing a blog about the event
after the fact.

Event Evaluation

The event will be evaluated through the use of surveys after the fact to employees and executives who attended. Their response will be
incentivized with meal vouchers to participating restaurants/food trucks that attended the event.